Event Management and Ticket Sales

The days of paper invitations are over. memberplanet has all of the tools you need to plan the perfect event for your group. Planning and managing an event online through the platform is not only convenient, but also a huge time saver. Whether you’re planning a big event, such as an annual fundraiser, a small get-together, or anything in between, all of the features you need are right at your fingertips.

How Do I Create An Event?

To get started in creating an event, watch our video tutorial. You can also click the feature links below to jump to a specific topic in the article.

In the left navigation bar, hover over Events and click Create an Event

Fill out the standard event information: event title, start and end times, venue, address, and a customized description of the event

If the event is recurring, you can check the This Is a Repeating Event box and specify the details

Click the Quick-add button to make your event live right away, or choose Save & Customize to access more advanced options including: RSVPs, ticket sales, merchandise sales, invitations, adding custom photos and videos, and more

Note: The description field is your chance to detail the event in a personal way. Spruce it up and get your members and guests excited about coming. The more descriptive the better.

Customize your event site

Adding a personal touch to your upcoming event is a great way to boost excitement, and better establish a connection to your group. The more engaged members are in a group, the more successful that group will be.

Click on Events in the left navigation bar

Select Manage Events from the submenu

Click on the event name

Scroll down to the Event Page section and select Customize With Videos, Images, & Other Content

From here you can customize the following:

Event page URL

Header

Banner image (900 px wide recommended)

Description box (520 px recommended for photos)

Videos

Photo albums

Comments

To edit each section, simply click on the section, make desired changes, then hit Save and Close

Enable RSVPs for your event

After you’ve created an event, you have several options for creating and managing your RSVPs. RSVPs can begin based on when the event is published, by specific date and time, or by the number of days before the event starts. Options to choose your specific date and time or number of days will pop up upon selection.

On the left navigation bar, hover over Events and select Manage Events

Click on the event name

Scroll down to the RSVPs & Tickets section and select RSVP Options

Click on the Enable RSVPs button

Use the dropdown menus to customize when your RSVPs will open and close

Note: Closing your RSVPs will not close your event, so members and guests will still be able to view the event page.

Once you’ve enabled RSVPs, you can use Smart Lists to target a message to those who’ve responded. For example, you can send aBroadcastor emailto those who’ve RSVP’d that they will not be attending, saying that you hope they attend the next event -- or, if they’ve changed their mind, there’s still time to edit their RSVP!

Additional options for enabled RSVPs:

Choose the dropdown menu for Max Attendees to limit the amount of people at your event

Reply choices

Upon clicking the checkbox Attendees May Bring Guests,a number of options will appear for further specification

Choose the Send an Email Alert when someone RSVPs option to add admin or member emails for alert

The custom Add a Thank-you Message to the Confirmation Email allows admins to write a new email message that will be sent to guests upon replying

To use an existing email from the email builder to be sent select Send an Existing Email Campaign as a Thank-you When Someone RSVPs checkbox

Add custom fields to an event RSVP form

You may want to collect additional detailed information using the RSVP form. Along with the preexisting RSVP field options, you are able to create and add an unlimited number of custom fields.

On the left navigation bar, hover over Events and select Manage Events

Click on the event name

Scroll down to the RSVPs & Tickets section and select Custom RSVP Fields

Click on the Add a Custom Field button

Fill out data pertaining to your custom field

Click Save, or repeat steps 4 - 6 to add more custom fields

Click Save & Close

Sell tickets to an event

Admins can sell tickets on an event site through the platform.

On the left navigation bar, hover over Events and select Manage Events

On the Basics tab, fill out the information fields to create a ticket for the event, including inventory limits, and click Save

There are two custom settings you can apply to your ticket sales:

Custom time frame for ticketing. For example, set up an early-bird ticket window

Variable ticket pricing. For example, set different prices for members and non-members

Click the Dates Available tab to select a ticketing window

Select the Special Pricing tab

Click the Edit button for the event ticket you wish to create special pricing for

Select Custom Pricing

To set separate prices for each member level, click Customize by Member Level. A field will appear for each of your membership levels. Fill in the dollar amount for each level, as well as pricing for non-members.

To set separate prices for members and non-members, fill in the dollar amounts

Click Save once complete

There may be times when you need to make event tickets mandatory, such as when you have limited tickets. To make tickets mandatory, check the Required to Attend the Event box.

Hit Save, or click New Ticket/item and repeat the process

Note: By default, the Convenience Fee, which is the processing fee deducted from payments collected on the system, is charged to the organization.

To assign the convenience fee to the payer, click More Options.

Underneath Convenience Fee, select the radio button The Person Making the Payment Will Pay the Fee.

Click Save & Close when done

Sell event merchandise

Event merchandise can be sold on your event signup page. This feature is perfect for selling additional fundraising items, such as T-shirts.

On the left navigation bar, hover over Events and select Manage Events

If there is a limited number available, include a total inventory limit.

Click Advanced Options

Include a detailed description of the merchandise item

You can use the space to insert a picture of the product.

Choose New Ticket/Item to offer an additional item

Use this option to offer the same item in various sizes.

Note: You can also limit the purchasing window by selecting an availability start and end time.

If this item is a required purchase to attend the event, check the box Required to Attend Event.

Click Save

Select a bank account to deposit funds

Even if you have not yet set up a bank account to deposit funds, you can still create an Event. If you’re raising funds for your own group that has not yet selected a bank account to deposit funds, it’s important to note that you must do this in order to access collected funds. To view the process of how to select a bank account to deposit funds, please see Add and Verify a Bank Accountin the Reporting and Account Settings section.

On the left navigation bar, click on Manage Events

Select the title of the event you wish to manage

In the features list, click Select a Bank Account to Deposit Funds

Click the dropdown menu to select a bank account or select Add a New Bank Account

If you add a new bank account, you will be required to fill in the bank account’s information fields.

Click Save & Close

Set up your guest list

Once you have created your event, you can begin populating your guest list to send invitations. Admins can create custom invitations and share them on social media or their group website.

On the left navigation bar, hover over Events and select Manage Events

Click on the event name

Scroll down to the Guest List & Invitations section and select Guest List

Click the Add More Attendees button

5. Begin adding your guests using the following tabs:

Add New: Import guests using an online address book or add new contacts manually.

Choose From My Group: Choose existing group members by clicking on the check box next to their names.

Note: You can only add members from one page at a time using this method. Make sure you press Save & Close before moving onto a new page of members.

Choose Lists: Click the checkbox for each distribution list you would like to use.

Note: We recommend using Choose Lists for setting up a your guest list more efficiently. To learn how to set up a distribution list, please see How to Create a Distribution List.

Once you have set up your guest list, click Save & Close to edit another section, OR click Continue to Invitations to finish the process

Once you’ve set up your guest list, you can use Smart Lists to target a message to those whom you’ve included on that list. For example, you can schedule a Broadcastor email to those on the guest list if you need to send them information apart from the event invite.

Send invitations

Once you’ve created an event, you can send trackable invites to your event site.

On the left navigation bar, hover over Events and select Manage Events

Customize your invitation by clicking on the subject line and the body

On the Send Invitations dropdown menu, select when the invitations will be sent

Note: If you get a pop-up notification that the event is not published, you can still proceed, but remember to click Make This Event Live on the following page (unless you intend to keep the event hidden). Your event will remain hidden until you publish.

Click Send OR if you chose a later send date, click Schedule & Close

Share an event on social media

Broaden the reach of your communication by sharing your event on social media. This is a great way to boost awareness and raise attendance.

On the left navigation bar, hover over Events and select Manage Events

Click on the event name

Choose from the quick links to share your event on various social media channels

How to view your event

In the left navigation bar, hover over Events and click Manage Events

Click on the gear icon of the event you wish to view, then select View Event

Click the blue View button on the right side of the screen

Get the link to your event / Customize the event page URL

In the left navigation bar, hover over Events and click Manage Events

Click on the gear iconof the event you wish to view, then select View Event

Click Customize the Event Page URL under the event page section

Your event link will appear in both long and short form.

To customize the URL, click Customize

Add the specific text you want, then click Save

View Event Reports and Additional Event Functions

Admins have access to view event reports and make use of additional event functionality:

In the case that someone wants to pay by cash or check, or wants to RSVP but doesn’t have access to the site, admins can record an RSVP or an offline payment. This is especially helpful if you have event attendees who show up at the door (even for a free event), and you want to account for them to keep your records accurate.

To record an RSVP:

On the left navigation bar, hover over Events, then select Manage Events

Click on the event name

Scroll down to the Record an RSVPsection and select Record an RSVP

Click on the gear iconfor the person you wish to record

Select Record RSVP in the dropdown menu

Fill out the information fields

Click the Continue button

To record an offline payment/edit an RSVP:

On the left navigation bar, hover over Events, then select Manage Events

Click on the event name

Scroll down to the Guest List & Invitations section and select Guest List

Click on the gear iconfor the person you wish to record

Select Record Payment in the dropdown menu

Fill out the information fields

Click Continue

View event form responses

Admins can monitor and track RSVPs, ticket sales, and merchandise purchases for events.

On the left navigation bar, hover over Events, then select Manage Events

Click on the event name

Select View All RSVPs on the right side of the page

View responses by using the filter dropdown menu to see the following:

All RSVPs

Attending

Not attending

Might attend

View/edit RSVPs

Admins can also view or edit an existing RSVP in the case that someone changes their mind or wants to correct a mistake.

On the left navigation bar, hover over Events, then select Manage Events

Click on the event name

Scroll down to the Guest List & Invitations section and select Guest List

Click on the gear iconfor the person you wish to edit the RSVP for

select Edit RSVP from the dropdown menu

Fill out the information fields

Click the Continue button

Copy an event

Copying an event site is ideal for recurring events or using existing event site you’ve created as a template. By copying it, you won’t have to overwrite your existing event site.

On the left navigation bar, hover over Events, then select Manage Events

Click on the event name

Click Copy on the right side of the screen

Type in information for your new event site, including title and date/time

Click Copy Event

Note: Once copied you will be able to edit the new event copy.

Collect payments with the mobile app

Through memberplanet’s mobile app, admins can collect payments for their group on the go and at the door of an event. To learn more, please see our Mobile App section.

View email history

memberplanet logs and tracks your emailed event invitations, so you can return at any time to see which ones were delivered and which, if any, need to be resent. It is a best practice to send a couple rounds of invitations, since some emails get lost in a busy inbox.

On the left navigation bar, hover over events, then select Manage Events

Click on the event name

At the top of the page will be a breakdown of RSVPs and Invites Sent

To view who has received the invitations in further detail, click View Email History on the right side of the screen

Click the View Full Tracking Details button

From here, you can view who has opened the invite and/or replied

Share an event on an external site

On the left navigation bar, hover over Events and select Manage Events

Click on the event name

Scroll down to the Event Page section and select Create an Event Button for Your External Website

Admins have one of two options to select:

Choose a Button: Use the dropdown menu to select the desired button text, then click on the color of your choice.

Upload Your Own Image: Click the Choose Image button, and drag and drop your desired image into the allotted area, or click to browse and upload. Complete the prompts to upload and crop your image if needed, then click Get Code Snippet.

Note: Recommended image size is 580 px wide or smaller.

A shaded box will contain the HTML code for your button.

Copy the entire HTML segment, and paste it into your website

Each external website builder is different. Check out the customer support for your website hosting company for instructions on embedding the code.

Glossary - Event Management and Ticket Sales

Custom Field Label: the name an admin gives to a custom field, which is visible to a member.

Custom Field Type: the format in which the field will be populated by a member.

Convenience Fee: the processing fee deducted from payments collected on the system. By default, the fee is charged to the organization.